View Vacancy - Secretary to the Air Force Interoperability Council (AFIC) Management Committee

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)

Main purpose of job:

The FVEY Air Force Interoperability Council (AFIC) is an organisation mandated to maximise interoperability between the Air Forces of Australia, Canada, New Zealand, the United Kingdom, and the United States.  The Management Committee (MC), made up of military representatives of each of the member nations, implements the AFIC programme, oversees the AFIC Steering Group (SG), Working Groups (WG) and associated Project Groups (PG), and manages the publication library of five-nation agreements.

The Secretary to the AFIC MC provides Administrative and Secretarial Support as specified below under “Main Duties and Responsibilities” to the AFIC MC, based in the Pentagon, Washington DC,USA.

Duties involve extensive use of office software tools and knowledge management skills to facilitate and run a number of interoperability Working Groups (WG) as directed by the governing board of National Directors. Central to the team the role incumbent will assist the MC in running the AFIC portfolio of meetings and assisting with the development and management of publications within the All Partners Access Network (APAN) SharePoint site and the US DOD Non-classified Internet Protocol Router Network (NIPRNet).

Main Duties and Responsibilities:

1. Provide general administrative and secretarial support to the MC.

  • Help the Chair prepare for MC, Steering Group (SG) and National Director (ND) Meetings and VTCs, and deliver reports according to the AFIC battle-rhythm.
  • Assist MC Chair by maintaining MC actions tracking.
  • Maintain calendars, records and contacts.
  • Support Office annual work flow and miscellaneous tasks (review, manage awards etc).

2. Support WG, SG, and ND Meetings Preparation and Documentation.

  • Draft of agendas, convening orders, minutes, reports and other supporting materials within the specified time-frames laid out in governing documents.
  • After ND and WG Meetings draft minutes within agreed timelines.
  • Assist in booking of conference rooms and meeting logistics.

3. Responsible for the management, editing and publishing of AFIC templates, reports, publications and other documents, to ensure version control throughout the draft process.

  • Update templates to reflect current office operations.
  • Format, edit and publish appropriate documents within a week of them being received.

4. Responsible for Information Management of the AFIC Knowledge Management Systems.

  • Manage and maintain the AFIC SharePoint sites to ensure integrity and prevent duplication.
  • Update the website and check for accuracy and consistency between records.
  • Maintain the APAN AFIC website, keeping it consistent with all AFIC reports.

5. Responsible for ordering and tracking AFIC promotional materials.

6. Any other tasks as required.

  • Information management experience preferably SharePoint
  • Experience of meeting management and reporting
  • Skilled in use of Excel/Word/PowerPoint and SharePoint
  • Excellent English written and verbal communication skills, including strong editorial and note-taking skills
  • Strong organisational skills
  • Ability to work independently
  • As access to the majority of AFIC information is restricted to members of the AFIC Nations, applicant must meet criteria of being a National of AU, CA, NZ, UK, or US
  • Applicants must be able to pass the appropriate clearance level prior to taking up the role if not already in receipt
  • Secret level clearance
  • Secretarial/administrative experience
  • University degree or qualification (e.g. business administration, international relations)
2 August 2021
Administrative Officer (AO)
Full-time, Permanent
40
Americas, Caribbean & Overseas Territories
United States
Washington
Military Outpost
1
USD
$26.35
20 September 2021

Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office.  Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa.  All selected candidates are subject to background checks and will require a security clearance prior to starting work.  
*A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.  

Learning and development opportunities (and any specific training courses to be completed):

US DoD cyber security training required after hire.

The AFIC Management Committee fully supports learning and development opportunities for future professional development.

Working patterns:

Flexible working is possible based around the battle rhythm of the MC meeting schedule etc.

Flexible working to be determined with line manager.

Equipment will be provided to enable home working.

Any other information (or specific local Post requirements):

Domestic and international travel opportunities associated with post based around rotation of WG and ND meeting activity around FVEYs countries.

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.  
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
Internal candidates must inform their supervisor before they apply to a different position. 
Only successful candidates will be contacted.  Please no phone calls.  Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone.  We are an equal opportunity employer, making all employment decisions without regard to race, gender, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.